Accounts Payable & Administrative Specialist

Edgewood College Create Nursing Partnership; Madison (WI); On-site; USD 42,000 - 63,000; Full time

Job summary

Edgewood University in Madison, WI seeks an Accounts Payable Associate & Administrative Assistant for Business and Finance to support invoicing, payments, and recordkeeping. The role also provides administrative support to the VP and division while coordinating with leadership and vendors.

The position requires strong organizational, communication, and time-management skills, with attention to detail and confidentiality. Experience in AP and office administration is preferred.

Qualifications

• Associate’s degree in accounting, business administration, or related field.
• Minimum of three years of experience in accounts payable, accounting operations, or administrative support.

Responsibilities

• Review invoices for accuracy, supporting documentation, budget officer approval, and compliance with university policies and procedures.
• Process and accurately enter invoices into the accounts payable system.
• Establish and maintain vendor records, including verification of remittance addresses and vendor information.
• Process weekly accounts payable payments including check preparation and distribution.
• Monitor outstanding invoices and credit by reconciling vendor statements.
• Ensure current and accurate W-9 documentation is obtained from vendors and uploaded into Softdocs for recordkeeping.
• Review monthly credit card statements for supporting documentation, appropriate approval, and compliance with university policy.
• Maintain organized accounts payable records and files.
• Provide administrative support to the Vice President and the Business and Finance Division, including calendar management, meeting coordination, document preparation, and records management.
• Coordinate communication between Vice President, Board of Trustees, and Committee Members.
• Process monthly credit card reconciliations for the Vice President and Controller.
• Provide administrative support to the Vice President along with supporting the Business and Finance, including planning, scheduling, managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.
• Manage tracking systems to monitor project schedules and ensure timely completion of activities and deadlines.
• Ensure accuracy of confidential offsite document files and arrange for annual destruction as needed.
• Coordinate the annual audit, including fieldwork planning, auditor logistics, and parking arrangements.
• Maintain contractor compliance records, ensuring current certificates of insurance are on file.
• Research, establish and maintain the University’s business registrations and compliance requirements in other states, including tax, charitable registration, sales tax, and other reporting obligations.
• Maintains University vehicle registration records and coordinates registration renewal information.
• Coordinate updates to university directory and other institutional reference information.
• Prepares reporting for the University’s music licensing agreements and related compliance requirements.
• Perform other duties as necessary
• Serve as a resource for faculty and staff regarding accounting policies, procedures, and financial processes.
• Serves as backup for cash receipting, check processing and entry of deposits into accounting system.
• Respond to routine and complex inquiries from faculty and staff through phone, email, and in person.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Analytical thinking

Attention to detail

Confidentiality

Customer service

Collaboration

Data management

Software proficiency

Learning new software

Education

Associate’s degree in accounting

Tools

Microsoft Office

Adobe

SharePoint

Job description

Edgewood University in Madison, WI seeks an Accounts Payable Associate & Administrative Assistant for Business and Finance to support invoicing, payments, and recordkeeping. The role also provides administrative support to the VP and division while coordinating with leadership and vendors.

The position requires strong organizational, communication, and time-management skills, with attention to detail and confidentiality. Experience in AP and office administration is preferred.